Personal Property Training Webinar Untimely Notifications PPMB Found Certification Fair Market Value Loan Agreement Creating Vehicle Agreement Asset User Defined Fields for Vehicle Agreement Retirement of Vehicle Lease Agreement 1

Untimely Notifications “Timeliness when recording accountable property additions in Sunflower” Found : 2

Untimely Property Custodians/Property Contacts should refer to the CD-50 Create Update Asset User Guide when creating new asset records in Sunflower: Accountable personal property should be created in Sunflower within 45 calendar days of receipt, inspection and acceptance. It is important that NOAA Property Custodians and Contacts complete the Sunflower web-based CD-50, Create Asset form and upload supporting documentation (i.e. purchase order, contract, invoice, receiving report, purchase card statement, found property certification, etc.) for all accountable personal property. 3

Untimely When an asset record has not been created in Sunflower within 45 calendar days of receipt it is considered Untimely. In this instance the Property Custodian will receive an error notification. If the asset has been created in Sunflower within the 45 calendar day time frame no action is required. The Property Custodian or Contact should check L/SO UPR, and the document number should not appear on the Un- reconciled Payment Report (UPR). Found: 4

Personal Property Training Webinar Found Certification Fair Market Value Loan Agreement 5

Objective To provide knowledge of processes and tools to use in making corrections to the following commonly found errors in Sunflower catalog entries: Found Certification Memorandum Fair Market Value Research Loan Agreement 6

Importance: The Found Certification Memorandum should only be used when there is no acquisition documentation for accountable property that is found with or without a barcode label. Found Certification Memorandum 7

Ensure you are using the most updated certification. All fields must be completed for the document to be acceptable. Memo should be addressed to your respective Line Office Representative. Template for Found Personal Property Certification Memo is online at Found Certification Memorandum Reminders 8

Found Certification Memorandum Example 9

Fair Market Value When accountable personal property is found without supporting documentation, the Property Custodian will prepare the Found Property Certification memorandum. The PC must upload the Found Property Certification memorandum and a copy of the fair market value source (e.g. existing Sunflower record for same make and model, website, catalog, vendor quote) to the Sunflower asset record as supporting documentation. Found Personal Property Procedures: erty_Proced ures.pdf s.noaa.gov/inventory_upr/inventory/Found_Prop erty_Procedures.pdf 10

Fair Market Value Documentation 11

Fair Market Value Documentation 12

Found Certification Memorandum Reminders ** Attach Found Certification with Fair Market Value source documentation. ** Initial Event, select “Found.” ** Asset Value select the drop down arrow. The only required information is the acquisition cost. ** Input the “Document Type” as Memorandum and the Document Number in the format: PC First Initial, Last Name, date signed (format MM/DD/YYYY) 13

Loan Agreement Overview: NOAA personal property (except motor vehicles) may be loaned on a temporary basis within the Department of Commerce and other Federal agencies when approved by the NOAA Property Management Officer (PMO) or their designee. The loan must not impair NOAA’s mission. 14

Loan Agreement Property Custodians are required to send a copy of the NOAA Form with a justification memorandum to the NOAA PMO no earlier than 45 days prior to the lending the property date for PMO approval. The justification memorandum must declare; Property is currently not required by office Property is not excess to NOAA The loaning office will not require substitute items from excess or other sources during the loaning period 15

Loan Agreement Memorandum 16

Sample Loan Agreement 17

Conditions of Loan Agreements 18 The borrower must return equipment in the same or like condition. In case of loss and damage beyond repair NOAA shall be reimburse at the current price of replacement. Equipment should not be loaned or transferred to a third party. The borrower shall account for the equipment whenever requested. The borrower will assume all transportation cost. Reserve the right to loan or recall the equipment at the discretion of the loaning organization.

References 19 CD-50 Create-Update Asset User Guide: All forms are on the Personal Property webpage at: Policies and Procedures for Loaning Personal Property and Found Personal Property can be reviewed at: dures/ dures/ PPMB Point of Contacts:

Personal Property Training Webinar Creating Vehicle Agreement Asset, Required Documentation for Asset, User Defined Fields(UDF codes), Retirement of Vehicle Lease Agreement, Documentation for Retirement 20

Creating a Vehicle Agreement 21

Interest Type 22

Agreement 23

Attachment 24 Browse

Attachment Upload 25

Activity Type 26 VIN Number may be 17 characters. If less than 17 characters, then enter zero’s before the VIN Number to make 17 characters.

Initial Event 27

Lease End Date 28 For Lease End Date, enter 6 YEARS from the Lease Begin Date.

Asset Value 29

Asset Value 30 Object Class Codes for Leased Vehicles: (Passenger Carrying Vehicles) (Trucks) (Law Enforcement)

Document 31

Document 32

User Defined Fields 33

Asset Agreement 34

Asset Retirement 35

Final Event Request Screen 36 LEASE TERMINATED

Final Event Request Screen 37

Attachments 38 GSA Termination of Vehicle form should note: Vehicle VIN, Tag, Make and Model, Mileage, signatures of the returnee (NOAA) and the receiver (GSA representative).

Lease Termination Doc 39

Lease Termination Doc 40

Final Event User Fields 41

Entering Barcode 42

Saving Draft Request 43 Warning!!! You must click the Submit Request button to process this request. Your Request Number is XXXXX. Please take note of the number if you want to make additional changes to the request, otherwise click Submit Request immediately.

Retirement Submitted 44 Request has been submitted successfully. Now, the Retirement Request Approval Process begins.

Retirement Approval Process The Retirement Request will not be submitted until the previously noted Submit Request Button is clicked. If request is not submitted within 30 days, then it will automatically be purged from the system. Once submitted, a Timeline Event for Open Request – Final Event will be logged. The next approver in line will also be notified of the retirement request via . Approval Process flow is PC  PAO  LOR. 45

PPMB Resources Points of Contacts, p:// s.noaa.gov/contact.html Personal Property Webinar Training, s.noaa.gov/training_and_education/ Guides and Job Aids, ht p://w.p s.noaa.gov/forms_guides/guides_aids_tools/ Frequently Asked Questions, s.noaa.gov/inventory_upr/faqs/index.html 46

Questions and Answers 47